5 practical tips to optimize your workspace

25 juni 2025

Effective workplace design is about finding the right balance between flexibility, technology and employee wellbeing, creating office environments that make it easier to collaborate, focus and to succeed in a hybrid world.

Why rethink your office layout in 2025?

The workplace environment has become a key strategic asset for organizations that want to:

Improve team collaboration
Reduce staff turnover and attract new talent
Optimize real estate costs by making better use of office space

Here are five practical tips to help you transform your office spaces into real drivers of performance:
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1. Use data to understand how your workspaces are used

Why start with data before redesigning your office?

Before making any changes to your office layout, it is essential to understand how your spaces are actually being used. Too often, businesses embark on workplace redesigns without a clear data-driven strategy or concrete insights into occupancy rates.

How to get started:

Install IoT presence sensors to collect reliable occupancy data
Analyze usage patterns over several weeks across different spaces
Identify “ghost spaces”: areas that cost money but are not used
Cross-check occupancy data with employee satisfaction feedback

2. Involve employees in the process

Why involving your teams makes all the difference

Your employees know better than anyone what they need to work well. By including them in the process, you ensure that your office space truly meets their needs, improving satisfaction and engagement.
Gather feedback through surveys, representative focus groups and co-creation workshops. Being transparent about objectives, budget constraints and design decisions fosters buy-in and smooth implementation.

Want a smooth change process?

Start with pilot spaces and trial periods before rolling out major changes. This allows for testing, feedback and adjustments along the way.
How to measure success:

Track usage rates of newly designed spaces
Conduct follow-up surveys on satisfaction
Facilitate small-group feedback sessions by team or department

3. Offer a variety of spaces for different work needs

Why a mix of spaces leads to better work

Optimizing office space is not about following a template, it is about finding what works for your business. The right setup depends on your company’s culture, work habits and business goals. The modern office should be a versatile environment that supports every type of task employees need to accomplish.

What types of spaces should you include?

Focus zones: quiet pods, individual workstations or phone booths for deep work or private calls
Collaboration areas: flexible meeting rooms, brainstorming zones or informal lounges for teamwork and spontaneous conversations
Break spaces: comfortable cafés, cozy break areas or outdoor terraces to support relaxation and wellbeing
Technical spaces: equipped with the tools employees need for collaboration (video conferencing, smart boards, IT equipment, etc.)

4. Make sustainability a core part of your office strategy

Sustainability is the new standard

Sustainability is no longer an option but a necessity. Employees expect companies to embody their environmental values in workplace design, both in terms of technology and furniture.

Equipment choices:

Choose long-lasting, recyclable materials to support a circular economy
Work with local or European suppliers to reduce carbon impact
Select refurbished tech and low-energy equipment whenever possible

Workspace efficiency:

Optimize every area to ensure it is used efficiently before expanding
Temporarily close unused spaces to reduce energy consumption

5. Plan for the future with predictive, data-driven insights

Avoid costly moves and unplanned expansions

Many organizations face expensive relocations or rushed lease extensions simply because they have not anticipated future growth. You can avoid these issues with predictive planning, driven by smart data analytics.

Optimizing real estate investments:

Forecast ROI: calculate the cost-benefit of relocating versus reconfiguring your existing workspaces
Detect early warning signs: Identify usage trends before they become problematic. If a space is already overused today, it will be even more so tomorrow as the team expands
Define the ideal m² per employee: establish a square meter per employee ratio based on the rate of remote working to maintain a clear guideline in your planning strategy

Smart dashboards like ROOMZ Advanced Analytics give you a long-term view of how your offices are used. With up to two years of historical data, you can spot trends, predict future needs and make informed decisions for your real estate strategy.

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